How can only an administrator write Epics?

[Tobias Schlick]

Hello everyone,

is it possible, that only administrators can write and manage Epics and how can I set it up?

Thanks in advance and best regards,

Tobias

[Tomáš Vlach]

Hi @Tobias Schlick

you could use combination of Workflow rules and properties.

For creating Epic, you can use rule to the Create transition to validate if the user have specific permission eg. is admin of project.

For editing Epics you will need to use workflow properties, more on that here

https://support.atlassian.com/jira-cloud-administration/docs/use-workflow-properties/

So you could use something like this, but you will have to add it to every single status of the workflow.

key: jira.permission.edit.projectrole value: id of Administrator project role (can be found in the URL address when editing project role)

Tom

[Tobias Schlick]

Hello @Tomáš Vlach

thanks a lot for your reply. As I am a Jira beginner I am not familiar with the right / role schemes and I guess I need more help. Is there a step-by-step guide for this use case available?

Best regards, Tobias

[Tomáš Vlach]

Hi @Tobias Schlick 

I dont think there is step-by-step guide in one thread for exactly this, but I am willing to help you get going :)

are you using Team managed project or company managed?

First of all - create new Workflow only for issue type EPIC. Then edit your workflow, click on the transition (Create) going from the Start to the first status of your WF. Under the Rules click on the plus icon and select "Validate that people have a specific permission" and select Administer project. From now on Jira will validate if user trying to create Epic is Administrator of the project or not, if not, the user wont be able to create Epic.

Lets see if you are able to set up this and then we will continue :) Let me know if you are having any troubles on the way.

Tom

[Tobias Schlick]

@Tomáš Vlach Thanks a lot. I'm using a team-managed project.

[Tomáš Vlach]

Well in that case we would need to use something else, because I dont think its possible to use Project Roles which are not Global - they are only for the Team-Managed project.

How many administrators will be able to edit the Epics u recon? How often it will change?

[Tobias Schlick]

@Tomáš Vlach 

There's one administrator in this team-managed project. My concern is, that other member will create and edit epics. This should not be allowed. Members can only work on their user stories, not edit the epic. 

For this I need this permission / role. 

Btw ... can we continue tomorrow?

Thanks a lot for help so far. 

[Tomáš Vlach]

No worries - if its only one user I would use jira.permission.edit.user

If you open your workflow click on one of the status (you will need to do this on all statuses in the workflow) In the right windows look down and click on Properties.

Add new property. Key: jira.permission.edit.user Value: ID of the user who can edit the issue (you can find the ID, onto your profile in the URL how to find accountID)

U can also add key jira.permission.transition.user to restrict transition of that issue only for the user. 

If would need to add another person as a "admin" (the person who can edit epics) you would just add key like this jira.permission.edit.user.1 (1 as a suffix) and another key would be jira.permission.edit.user.2 and so on..

Most important is to put this properties in every status, you could also use properties on transitions etc. Properties are very powerful tool althought it has been often ignored in my opinion. So as sooner you will start using them, the better you will be :)

If you would like read more about properties I must recommend this post https://www.j-tricks.com/tutorials/permissions-based-on-workflow-status

Hope this helps

Tom